Distributed Purchasing

We are excited to announce a change made to the Purchasing Process. The primary change is that when a Requisition is fully approved it will become a Purchase Order, either routing for additional processing and/or approvals or going to Final. Changes were released Distributed Purchasing on 3/12/25. See release notes.

Summary of Changes

Requisition

• Creation and routing are the same. When the Requisition receives all its approvals, the status of the Requisition will be Closed and the PO created and submitted.
• Requisitions will no longer stop at Awaiting Contract Management Assignment.
• APO logic is no longer checked on the Requisition. The APO logic is moving to the Purchase Order. If Parameter APO_IND = Y, the Purchase Order will be checked to determine if the PO can go to Final or if it must stop at Purchasing Processing to be worked by users assigned to Role 26 - Purchasing Processor.
• The note specifying which APO rule was broken will be added to the Purchase Order instead of the Requisition. 

Contract Manager Assignment

• No longer required to create Purchase Orders
• Can be used to mass assign Contract Managers to Purchase Orders Awaiting Purchasing Processing that do not yet have a Contract Manager assigned
• The Purchase Order Number has been added to the Contract Manager Assignment document 

Purchase Order

• A new route node has been added to the Purchase Order called Purchasing Processing and replaces work previously done on saved/in process Purchase Orders. Purchase Orders will no longer stop at In Process. 
• If APO_IND is set to Y - APO logic will be checked.
  • If it passes APO logic, the PO will bypass Purchasing Processing. If the Purchase Order goes to Final the Contract Manager will be set to 99 - Automatic Purchase Order. 
  • If it fails the APO rules, the PO will stop at Awaiting Purchasing Processing.
  • If the Purchase Order arrived at the Purchasing Processing route node because it failed APO rules, a note is added to the Purchase Order explaining why. 
• If APO_IND is set to N - APO logic will not be checked. The PO might stop at Contract Management if required data is missing.
• Purchase Orders can be found via Doc Search or the Action List
• When a Purchase Order is approved past the Purchasing Processing route node and a Contract Manager has not been assigned, the Contract Manager will be populated with the value in DEFAULT_CONTRACT_MANAGER. 

What do you need to do to get ready?

Ensure that there are no Requisitions in Awaiting Contract Manager Assignment status. If there are any Requisitions in this status at the time of the release, they will need to be recreated. 

Known Issues

• The Initiate Quote button is missing when the PO is at Awaiting Purchasing Processing. 
• The Split the PO button is missing when a PO that can be split is at Awaiting Purchasing Processing. 
• Opening the Future Actions tab on POs in Awaiting Purchasing Processing displays errors re: missing fields. 
• Waiting for Additional Information: Department/Vendor cannot be set when the PO is Awaiting Purchasing Processing or Awaiting Purchasing Approval. 
• Roles 25 (Contract Manager) and 47 (Purchasing Manager) are typically assigned to the Purchasing Processing role and should not be qualified. They currently are in monsters and we will be removing those qualifications so that roles 25 and 47 can edit the Purchase Order.
• Requisitions using vendors with expired vendor contracts are not routing to Awaiting Purchasing Processing.